Executive Assistant

CARMEL MANION

Fremont, CA 650-***-**** *******@*****.*** LinkedIn

SUMMARY

Accomplished and highly organized Executive Administrative/Business Partner with over 15 years of experience supporting C-suite executives in fast-paced, high-pressure environments. Proven track record in executive calendar management, strategic operations, and multi-country travel logistics. Expertise in driving efficiency through process improvement, event coordination, and cross-functional collaboration. Adept at leveraging technology platforms. Demonstrated strong project management skills, including budget oversight, vendor relations, and contract negotiation. A proactive problem-solver with exceptional communication and leadership skills, confidentiality, solutions-oriented and adaptable. Consistently delivering excellence in executive support and operational management.

TECHNICAL SKILLS/TOOLS

Microsoft Office Suite Google Workspace Salesforce Concur Expensify Zoom Slack Photoshop Box Dropbox QuickBooks Webinar & Virtual Meeting Platforms ChatGPT

PROFESSIONAL EXPERIENCE

BITS & BAUBLES May 2021 - Present

Executive Assistant/Personal Assistant to Founder

●Optimized executive productivity by managing the founder's calendar, prioritizing critical meetings and personal appointments for maximum efficiency.

●Streamlined communication processes by effectively handling all incoming and outgoing correspondence, ensuring timely and professional interactions that enhance stakeholder relationships.

●Spearheaded targeted marketing initiatives that significantly elevated brand visibility, driving a measurable increase in customer engagement and market recognition.

●Coordinated logistics for special events, contributing to successful brand promotions and customer outreach efforts, thereby reinforcing the company’s market presence.

JUUL LABS Nov 2018 - Nov 2020

Executive Assistant to Chief Compliance Officer & VP, Global Brand Protection Hybrid

●Enhanced operational efficiency by expertly managing the complex schedules of two high-level executives, ensuring they were consistently organized and well-prepared for meetings with comprehensive materials and prioritization of critical communications.

●Coordinated intricate multi-country international travel arrangements, successfully navigating logistics to ensure seamless travel experiences for executives, thereby optimizing time and resources.

●Led project management initiatives in collaboration with the VP of Brand Protection on high-stakes international investigations, effectively liaising with investigators, attorneys, government officials, and customs to ensure successful outcomes of approximately 200 cases.

●Facilitated company-wide engagement as co-chair of bi-monthly meetings for Executive Assistants and Administrative Assistants, promoting collaboration and knowledge sharing across departments.

●Directed event production and management for large-scale conferences in the U.S., overseeing all logistical elements including travel, registration, accommodation, transportation, and budget management, resulting in successful events that aligned with corporate objectives.

●Maintained accurate and timely updates of investigations in the database, ensuring data integrity and providing stakeholders with real-time access to critical information.

ZENBOOTH March 2018 - November 2018

Executive Assistant/Personal Assistant to CEO/Founder Hybrid

●Optimized executive operations by efficiently managing the CEO's calendar, ensuring seamless scheduling of internal and external communications, and facilitating both domestic and complex international travel arrangements.

●Enhanced financial oversight by accurately preparing and managing expense reports in both domestic and foreign currencies, contributing to effective budget management.

●Led contract and relationship management efforts, negotiating insurance contracts and NDAs with outside vendors and independent contractors, and selecting new payroll and accounts payable vendors to enhance operational efficiency thereby saving the company over 40% in payroll and workers’ compensation costs.

●Developed and implemented a comprehensive HR manual, overseeing the HR department and successfully managing one direct report to ensure compliance with best practices in human resource management.

●Streamlined accounts payable and receivable operations by supervising one staff member, implementing budgeting and cost forecasting processes, and utilizing QuickBooks.

●Kept meeting minutes and followed-up with stakeholders to make sure all items were completed by due date.

SELF-EMPLOYED February 2014 - June 2018

Personal Assistant CA

●Facilitated seamless communication by coordinating a wide range of internal and external meetings, ensuring all stakeholders were well-informed and prepared for discussions.

●Streamlined financial processes by organizing and submitting accurate expense reports, contributing to efficient budgeting and financial tracking.

●Executed virtual event coordination by setting up and managing Webinars, GoToMeetings, and Google Hangouts, enabling effective remote communication and collaboration.

●Enhanced presentation quality through meticulous editing and proofing of materials, including PowerPoint presentations, ensuring clarity and professionalism in all communications.

HASHFAST TECHNOLOGIES October 2013 - May 2014

Executive Assistant to Founder/CEO & Office Manager CA

●Drove operational efficiency by managing complex calendars and communications for C-level executives while coordinating seamless domestic and international travel, ensuring all logistical needs were met within budget constraints.

●Spearheaded HR initiatives to attract top talent by creating a comprehensive recruiting strategy, conducting full-cycle recruiting processes, and implementing onboarding programs, significantly enhancing team performance in a growth-stage startup.

●Optimized office operations by opening a new San Francisco office, overseeing vendor negotiations, and establishing essential systems (Expensify, Salesforce), resulting in improved budget tracking and streamlined administrative processes.

●Kept weekly meeting minutes and to do list to make sure projects were completed on time.

GOOGLE, INC October 2004 - November 2008

EA to Assistant to President & VP of Asia Pacific & Latin America CA

●Streamlined executive operations by efficiently managing the calendars and communications of two high- level executives, prioritizing and organizing a high volume of information, and coordinating intricate international travel arrangements to ensure seamless logistics.

●Coordinated intricate multi-country international travel arrangements, successfully navigating logistics to ensure seamless travel experiences for executives, thereby optimizing time and resources.

●Led the successful production of large-scale events across the U.S., Asia, and Latin America, overseeing all aspects for conferences of up to 2,200 attendees, including travel, registration, accommodations, transportation, and budget management while also coordinating exclusive executive-only events.

●Prepared information for all meetings and speaking engagements, with agendas, bios, talking points, presentations, and background reading

●Kept meeting minutes for the APLA region including all projects/stakeholders and due dates.

PRIOR EXPERIENCE

Yodlee, Inc – EA to Founder Business Development & Sales

EDUCATION

Graphic Arts Certificate November 2020

San Diego State University

Carmel Manion 12/6/2024 Page Two

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